CONTENTS



What are Fields?

Fields are values on a card that store information. Most card categories come with some relevant default fields, but you can create your own custom fields and add them to any card category.


For example, the card below has the following custom fields:

  • Can attend audition day (single choice field)
  • Driver's Licence (boolean field)
  • Driver's Licence Number (number field)
  • Related Card (related field)
  • Eye colour (single choice field)
  • Talent (multiple choice field)

Fields are a handy way to add searchable and filterable context to your cards. 


For example, you can search for cards by field value in the Lumi Library:

You can add cards to a List and display your choice of field values in columns:

You can display card fields on a Board:

If a card's field is changed anywhere in the project, it is updated everywhere that value is shown.


Types of Fields

  • Single Choice (select one choice)
  • Multiple Choice (select one or more choices)
  • Text field (type up to 200 characters)
  • Date (enter a date or select from date selector)
  • Currency (monetary value)
  • Number (numerical value)
  • True/False (checkbox)
  • Related Item (this allows you to relate a card to other cards, or to a List or Board)
  • User (add a Lumi user)
  • URL (store a weblink and click to open the link)


This is how these types of fields can look on a card.

 You can expand or hide fields on your card by pressing this icon , or when there are


Here is an example of a Card with a number of different field sets (groupings of fields). Each icon can be clicked to expand or contract the different groups of fields.

Fields are completely customisable and a great way to track and sort a limitless amount of things such as:

  • Task Status (To do/ doing / done)
  • Person Responsible (Lisa / Georgia / Bianca / Tom)
  • Availability (yes/TBC/not avail) 
  • Paperwork status (pending/sent/TBC/complete)
  • Ratings (a/b/c or 1star/2star/3star)
  • Decisions (yes/no/maybe)
  • Pitch Results (lost/won/TBC)
  • Dates (DOB, shoot dates, deadlines)


Default Fields

Lumi provides some default card categories in every new Project. Some of the categories come with their own default fields. You can use, edit, delete, or repurpose these defaults. 


The following screenshot shows the default categories. You can see what style the category is (ie Person, Generic Card or Location). You can also see what fields they come with by default.

There are four styles of card category:

  1. Applicant - Only available when casting is switched on for your organisation and project. The applicant category comes with the fields: phone, email, address, social media, DOB and Producer.
  2. Person - Used for categories such as cast, crew, talent, actors, social media influencers etc., the person style comes with the fields: phone, email, address and social media.
  3. Location - Comes with the address field.
  4. Card (Generic) - Don't have any default fields. You can add your own fields, relevant to how you will use the category. Generic categories are typically used for things like Events, Research, To Dos, Briefs, Stories or Scenes.

You can add and remove fields on a category to suit the needs of your team.


Create a Custom Field

If you want to create a custom field you can do so in Project Settings.


Go to Project Settings:

1. Click your avatar on the bottom-left to open the User menu.

2. Select "Project Settings".

3. Click on the "Fields" tab. All the default fields and custom fields for your project will be listed.

4. Click the + button on the top-right.

The "Add New Field" dialog will open.

5. Enter a relevant "Field Name".

6. From the "Field Type" drop-down menu select from Text, Date, Number, Choice, Multiple Choice, True/False, Related Item, User or URL. The options will be different depending on the Field Type that you select. Creating each Field Type is explained in detail below.


New Text Field

A text field allows text to be entered, up to 200 characters. In the following example, the text field's name is "EP Headline" and some text has been entered into the field on a card. 

Field Name: enter a relevant name.

Field Type: select "Text" from the dropdown menu.

Click "Confirm".


New Date Field

You can choose a regular Date or a Date of Birth (D.O.B.). 

Regular Date fields are useful for shoot dates, air dates, next meeting dates, availability, etc. 

DOB Fields are useful for applicants, talent and crew. 

To create a Date Field:

Field Name: Enter relevant name

Field Type: Select "Date" from dropdown menu

Date or DOB: choose from Date or DOB

If you selected DOB: You can select to "Show as Age" rather than a date by changin the toggle to blue.

Click "Confirm".


New Number Field

Number fields can be Number or Currency. 


Currency Fields can be used for budgets, rates etc. The currency type (ie AUD, GBP, or USD) is determined by the "Locale" which is set in Project Settings.

A currency field will display on a card like this.

Number Fields are useful for things like Scene No., Paperwork ID, No. of People, Emergency Contact details, etc.

To create a Number Field:

Field Name: Enter a relevant name

Field Type: Select "Number" from dropdown menu

Number or Currency: choose from Number or Currency

Click "Confirm".


New True/False Field

True/False fields look like a checkbox on your card that you can select/deselect. 

This is a useful for fields called Confirmed, Approved, Completed or Available.


Field Name: Enter a relevant name

Field Type: Select "True/False" from the dropdown menu.

 Click "Confirm".


New Single Choice Field

A Single Choice Field allows the user to select one value from a choice of values, via a dropdown menu.


Here's an example of a Single Choice Field on a card:

It makes sense that the user can only choose one of the following options, rather than creating it as a Multiple Choice Field:

To create a Single Choice Field:

Field Name: Enter a relevant name

Field Type: Select "Single Choice" from dropdown menu

Create your Values: A new section will open where you can create your values.  Type the name of the first value, then click the "+ Value" button to enter the next value. Add as many values as you need. 

You can delete values clicking the bin icon next to the value. 

You can reorder the values by clicking the three lines and dragging the values where you want them.

You can change the colours of the values by clicking the circle to the left of the value and choosing from a palette. 

Click "advanced" to customise your own hues.

Once you've created all your values, click "Confirm".


If you created a Single Choice Field but decide it would be better as a Multiple Choice, you can open "Edit Field" and click "Convert to Multiple Choice" button. Note, this cannot be changed back.


New Multiple Choice Field

A Multiple Choice Field allows the user to select multiple values from a choice of values, via checkboxes.


Here's an example of a Multiple Choice Field on a card:

The user can select multiple options. 

To create a Multiple Choice Field:


Field Name: Enter a relevant name

Field Type: Select "Multiple Choice" from dropdown menu

Create your Values: A new section will open where you can create your values.  Type the first value name, then click the "+ Value" button to enter the next value. Add as many values as you need. 

You can delete values clicking the bin icon next to the value. 

You can reorder the values by clicking the three lines and dragging the values where you want them.

You can change the colours of the values by clicking the circle to the left of the value and choosing from a palette. 

Click "advanced" to customise your own hues.

Once you've created all your values, click "Confirm".


Related Item Fields allow you to relate a card to other cards, boards or lists by selecting them from a dropdown menu. They are really handy when trying to compress the information you want to display in one place. Or showcase the relationship between things like 'Shoots' and the 'Talent' that will be there on the day. 

Here's another example where "Talent" is a related item on the Story Card Category. The Story Cards have been pulled into a List where the Related "Talent" is being displayed on a column.

To create a Related Item field:

Field Name: Enter a relevant name

Field Type: Select "Related Item"

Related Item Type: Select from Card, Board or List.

Allowed Categories: Depending on whether you selected Card, Board or List in the "Related Item Type" field, the "Allowed Categories" will change. If you selected "Card" you will need to select one or more Card Categories that will be allowed as Related Items for this Field. 

Allow Multiple Values: Toggled to blue allows multiple values (ie Cards, Lists or Boards) to be selected. Toggled to grey only allows one related item (Card, List or Board) to be selected.


In the example below I've called the Related Field "Participants". The Related Item Type is "Cards" and the Allowed Categories are "Crew" and "Talent". 

Linking this field to a Shoot Card Category, allows you to link relevant Crew and Talent that will be involved on each Shoot Card. Then, you can see at a glance who is involved, and quickly travel between the Shoot Card and the Participant Cards. 

You can also present the Shoot Cards on a List, with "Participants" column that will display the Cards of everyone that is involved with each Shoot.

For more information see "What are Related Item Fields?".


New User Field

The User Field allows you to allocate a Lumi User(s) to a Card. For example, you might create a User Field called "Assigned" and allocate it to a Card Category called "Tasks". This allows you to allocate a team member (Lumi User) to particular tasks.

Field Name: Enter a relevant name

Field Type: Select "User"

Allow Multiple Values: Choose between allowing multiple users to be added to one field. Toggled to blue allows multiple Users.  Toggled to grey allows only one User to be allocated.

Click "Confirm".


In the example below, Task cards have been pulled into a List. You can allocate people to Tasks directly on the List, and also see at a glance who is allocated. 


New URL Field

The URL Field allows you to store a web link on a card.


For example, you might create a URL field called "Website", and attach it to a Card Category called "Clients and Sponsors".  Then you can store a quick link to your Clients and Sponsors website on their card.

To create a URL Field:

Field Name: Enter relevant name

Field Type: Select "URL" from dropdown menu

Click "Confirm".



Add / Remove a Field from a Card Category

Now that you've created your Field(s), you will need to add them to the desired Card Categories before they can be used on a Card.


Go to Project Settings:

Click your avatar on the bottom-left to open the User menu.

Select "Project Settings".

Click on the "Categories" tab.


All the Card Categories for your Project will be listed. The "Fields" column displays the Fields that are already added to each Category. This will include any default Fields that come with the Category, and any custom Fields you've already attached.

Edit Category Fields: Double click in the Fields' cell to open the "Edit Fields in Card Category window". Here, you will see the Fields that are already attached to the Category in the top window, and any Fields that are not attached to this Category in the bottom window.

Add a Field: Click on a Field in the bottom window to add it to the Category. It will move to the top window.

Remove Field: Click on the bin icon next to a Field to remove it from the Category. Note, this does not delete the Field, but just removes it from this Card Category.

Reorder Fields: You can reorder the Fields by dragging the move icon. This determines the order the Fields will display on a Card.

Priority Fields: You can select/deselect Priority Fields by clicking the star iconnext to the field. This determines which Fields display as a column on the Inbox for Applicant Cards.

Priority Fields also display just under a Card's profile image, as shown in the image above.


Any changes you make to a Categories' fields will be applied to all new and existing Cards of that Category.


Edit a Field

You can edit an existing Field at any time. The changes will be applied to all new and existing Cards that contain that Field.

1. On Project Settings, click the "Fields" tab.

2. Next to the Field you want to edit, click the three dots, then select "Edit".

3. The "Edit Field" dialog will open. Make your desired changes. 

The editing options will depend on the Field Type. The example below is a Single Choice Field. I can change the Field name, I can add or remove values, I can change the value names, colours and order. I can also convert it into a Multiple Choice Field. 

4. Click "Confirm" to save changes.



Delete a Field

When you delete a Field from Project Settings it will remove the Field and the its data from all Cards that contain it. 

An alternative to deleting a Field is to remove it from any Categories where it is no longer relevant. See "Add / Remove a Field from a Card Category" above.


To delete a Field:

1. Click your avatar on the bottom-left to open the User menu.

2. Select "Project Settings".

3. Click on the "Fields" tab. All the default Fields and custom Fields for your Project will be listed.

4. Next to the Field you want to edit, click the three dots, then select "Delete".

5. Click the "Delete" button.

6. Click "Confirm".

The Field is deleted and removed from all Categories.


Field Sets (Grouping Fields) 

Field Sets are a tool to group Fields together to distinguish them between different departments, phases and workflows. They are really handy when you have a large number of Fields on a Category, as different people or teams can hide what isn't relevant to them on a Card.


See the following example of Field Sets being used on a Card. Each icon can be clicked to expand or contract different groups of Fields.

Here are some other examples of how Field Sets could be used:

  • Episode Cards could have Field Sets for their Sponsorship, Field and Post teams
  • Shoot Cards could have Story, Challenge, Production and Talent Field Sets
  • Brief Cards may need a Field Set for their Integration, Activation and Creative teams
  • Contestant / Contributor Cards could have a Casting, Production and an Edit Field Sets

Create a Field Set:

1. Go to Project Settings and click the "Field Sets" tab.

2. Click the + sign in the top-right. 

3. The "Add New Field Set dialog" will open. Enter the following details.

Name: Enter a relevant name for the Field Set.

Icon: Select an icon from the dropdown menu to represent the Field Set.

Select Fields: All available Fields for the Project will display on the left. Click the arrow to select the Fields you want to add to the Field Set. They will move to the right-hand side.

4. Click "Add & Close".


Add your Field Set to a Card Category:

1. Click in the Card categories Cell next to your new Field Set.

2. Select any Categories from the bottom of the pop-up box. The selected Categories will move to the top. 

3. Click outside of the box to close it. The Field Set has been added to the Category.

Your new Field Set will appear on all Cards of the selected Category:

 Any Fields not in a Field Set will be grouped under the abacus icon.


Edit a Field Set

1. Go to Project Settings and click the "Field Sets" tab.


2. Click the three dots next to the relevant Field Set and select "Edit".

The "Edit Fields Set" dialog will open.

3. Edit the Field Set as desired. You can:

  • Edit the Name
  • Change the Icon
  • Add Fields to the Field Set by clicking the arrow to the right of the Field you want to add.
  • Remove Fields by clicking the bin icon next to the Field.
  • Reorder Fields by dragging them by the three line icon.

4. Click "Save".


The changes will be applied to all existing Cards and any new Cards that have the Field Set.


Contact Details Fields

The Contact Details include the "Phone" and "Email" Fields. Contact Details and Address Fields come as default on any Person type card (ie Applicants, Talent, Crew, Clients & Sponsors). You cannot edit the Contact Details fields. 


On a Card, the Contact Details, Address and Social fields display under the Person icon .

You can add Contact Details and Address fields to any Card Category that doesn't have them as a default.


Add Contact Details Fields to a Category:

1. Go to Project Settings, then select the "Categories" tab.

2. Double click the "Fields" cell for the relevant Category. The "Edit Fields in Card Category" box will open. 

3. Click "Contact Details" in the bottom box.

The Contact fields will move to the top box.

4. Click anywhere outside of the pop-up box to exit.

The Contact fields are added to the Category. 


Social Media Fields

The Social fields come as default on any "Person" type Card (ie Applicant, Talent, Crew, Clients & Sponsors Card Categories). You cannot edit the Social Fields.


On a Card, the Contact Details, Address and Social fields display under the Person icon .

You can add Social fields to any Category where they don't come as a default. 


To add Social fields:

1. Go to Project Settings, then select the "Categories" tab.

2. Double click the "Fields" cell for the relevant Category. The "Edit Fields in Card Category" box will open. 

3. Click "Socials" in the bottom box.

The Social fields will move to the top box.

4. Click anywhere outside of the pop-up box to exit.

The Social fields are added to the Category. 


Using Fields on Cards

Fields appear on Cards between the Card title and the Card tabs. 

The "Person" Field Set displays first. This is a default Field Set on "Person" type Cards. It contains the Contact Details fields, and the Social Media fields.


Next, any custom Field Sets will display with the icons that you allocated to them.

Finally, the abacuscontains any additional Fields that are not in a Field Set.


If there are no values entered under a Field Set, the icon will be greyed out.

Click the icons to expand the Field Set, where you can view and enter field values.


On a Single Choice Field, simply click the value you'd like to select from the drop-down menu.

On a Multiple Choice Field, tick any option(s) you'd like to select from the drop-down menu.

On a Date Field, you can type a date or click the arrow to select from a calendar.

On a Text Field, you can just click into the box and type. 

For a True/False Field, click the checkbox on the Card to select or deselect.

On a Currency Field or Number Field, type a value into the field.


What can you do with Fields?

Display Fields on a Board

On a Grid Board or Column Board, click the downward arrow on the top-right to expand the toolbar. Then click the "Fields" button.

Select any Fields you want to display on the board.

If a Card has a value for the Field it will display under the Card's name.


Create a Kanban from a Field

Fields can be used to create a Kanban which allows you to view, at a glance, all the Cards for each Field value. 

In the following example, the Field "Overall Rating" has been used to create a Kanban.

Kanbans can be created with any Single Choice or Multiple Choice Field.


Display Fields on a List

You can display your Fields on a List by creating a column for each Field you want to display. The Field values can be updated directly on the List.

Search for Cards by a Field Value

Fields are searchable on the Project Library.

In the following example, the user has searched for all Cards that have Rachel or Lisa as the Casting Producer.

Note, If a Card's Field is changed anywhere in the Project, it is updated everywhere that value is shown.


If you need some help to set up your Fields, or for some inspiration on what Fields you could have, please contact the Lumi Support Team by clicking the envelope on the bottom-left of your Lumi browser.